HomeMy WebLinkAboutJustice AV Solutions (JAVS) - 020524 DocuSign Envelope ID:247CC75C-BD20-4DE1-B156-73ACOC7CC648
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JUSTICEa7SOLUTIONS Maintenance and Support Agreement
This Extended Warranty, Preventative Maintenance, and Support Agreement "Agreement"is entered into by and
between Justice AV Solutions "JAYS"and Jefferson County Superior Court"Customer"located in Port
Townsend,WA for the period of February 1,2024,extending through January 31,2025.
WHEREAS, Customer is in possession of the JAVS recording system(s)more particularly identified in
Attachment A"System":
WHEREAS,JAVS will provide the following Extended Warranty Coverage, Preventative Maintenance, Support,
and Services so as to maximize the reliability of Customer's systems(s)"Services;"
NOW,THEREFORE, in consideration of the promises and mutual covenants contained herein,the parties hereby
agree as follows:
A. DEFINITIONS
• CODEC-Technically known as the video conferencing unit(VCU), the codec compresses and
decompresses data for video signals.
• Extended Warranty-Coverage of JAVS provided equipment to include repair or replacement for a
specified period after the expiration of the original warranty.
• Preventative Maintenance (PM)-The scheduled cleaning and adjustment of JAVS provided systems as
outlined in the respective agreement.
• Service-The provision for onsite technical support,user training, and servicing JAVS provided equipment
as defined by the contract.
• Standard Travel-Travel within the contiguous 48 states and within a 150-mile radius(300 miles round
trip)of closest stationed JAVS service technician.
• Support-Remote phone and online troubleshooting and diagnostics.
• Travel Premium-Travel within the contiguous 48 states more than the 150-mile radius(300 miles round
trip)from the closest stationed JAVS service technician calculated as a round trip distance less standard
300 miles divided by 70 MPH times the applicable hourly rate.
• Warranty-Coverage of JAVS provided equipment to include repair or replacement for a period of 1 year
from the date of install.
B. SERVICES
1. Help Desk Support. In the event of a System(s)malfunction or questions about system operation, the
Customer is encouraged to contact the JAVS help desk by phone at 877-528-7457 or via email at
helpdesk(a,jays.com Monday-Friday 8:00 am to 9:30 pm EST. Calls after 9:30 pm local time will
normally go to voicemail and be addressed at the beginning of the next business day. JAVS trained help
desk staff to provide immediate troubleshooting, training, and diagnostics on common issues that can be
resolved quickly. JAVS also provides online PC support and training through your internet connection. If
the issue requires an on-site technician, our help desk will gather the necessary contact information
including the: contact's name,phone number,city, system identification number, and detailed description
vuuuaign envelope iv:[4 t LJZU-4Ut1-t3156-73ACOC7CC648
of the issue. The contact information is used by JAVS to log/track issues properly, assign priority levels
based on contract status, and dispatch the appropriate technician to the Customer's location.
2. Response Times. In the event that a component from Attachment A requires an on-site repair to address a
reported issue,JAVS will schedule a visit during regular business hours. The response time is conditional
to the Customer's approved room and equipment availability and the severity of the issue, which is
measured in four priority levels: Urgent, High,Normal, and Supportive. Any variation from the
timeframes referenced below will be discussed and mutually agreed upon by the Customer and JAYS. For
clarification, the priority levels are described in Attachment B.
3. Extended Warranty. Extended warranty is available on JAYS provided and installed equipment less
than 5 years old, based on the date of installation.
JAVS will provide and provision a prolonged warranty on JAVS supplied equipment, both of JAVS
manufacture and third party, outside of the manufacturer's standard warranty. JAVS will attempt to
repair the faulty equipment dependent upon parts and courtroom availability. If the equipment is not
repairable in the field, JAVS at its discretion, will either provide a temporary unit until the original
equipment is repaired and reinstalled, or a permanent exchange will be put in service. If the covered
equipment requiring repair is no longer available or deemed non-repairable,JAVS will be responsible for
the replacement product and all costs associated with its replacement.
Non-warranted equipment:
JAYS provided and installed equipment older than 5 years old, based on the date of installation.
JAVS will attempt to repair the faulty equipment,dependent upon courtroom availability. For non-
warranted equipment, the Customer is responsible for the cost of all repair parts, including shipping.
From time to time,non-warranted equipment may be deemed non-repairable. If the non-warranted
equipment is not repairable in the field, the Customer is responsible for the cost of the replacement
product(s). JAVS recorders older than 5 years old, are not eligible for repair involving part(s)
replacement and require the purchase of a new recorder at client expense.
For replacement items purchased from JAYS,JAVS will provide labor at no charge.
Components of Polycom Video Conferencing Codecs are included with this agreement. The
Codec unit has optional coverage directly through Polycom and is separate from this
agreement.
JAVS service technicians will perform updates on software as needed for the Polycom
Codec. However, JAVS service technicians can only provide feature updates to Polycom
Systems that have a current active Polycom Certificate of Coverage.
After the expiration of the initial warranty, separate support coverage is available through
Polycom. If the court wishes to renew the warranty, please reach out to
megan.molnar@jays.com to request a quote.
4. On-site Warranty Support. JAVS will provide on-site warranty services, which include removing
equipment and forwarding to the manufacturer for repair, installing loaner and/or new equipment as
deemed necessary by JAYS, and re-installing repaired equipment;on all products listed in Attachment A.
DocuSign Envelope ID:247CC75C-BD20-4DE1-B156-73AC0C7CC648
5. Preventative Maintenance. bi
-annual ce. JAVS will perform a bi annual P
inspection, review, and operational test of the
P
System and make adjustments as deemed necessary by JAVS. Preventative Maintenance includes
updating any System software and firmware as required. All Preventative Maintenance will be
coordinated and scheduled with a customer-appointed representative to occur during regular business
hours. JAVS will provide documentation to the Customer via a Preventative Maintenance form detailing
the status of each system which includes key system information and hard drive capacity of the System.
JAVS will document and test each function/mode of the entire System(s)which includes the automatic
audio and video mixer/switcher,control boxes,microphones,cameras, time and date generator, monitors,
streaming servers,recorders,PA processors,and speakers,private mode feed muting,
playback/presentation, assisted listening devices and audio/video conferencing to ensure proper creation
of the audio/video record and system operation.
C. EXCLUSIONS
Notwithstanding anything to the contrary elsewhere in this Agreement,JAVS shall have no responsibility and/or
liability regarding the following:
1. All video conferencing equipment,bandwidth,network stability, and call quality issues are the
responsibility of the court. *
2. Normal wear and tear items such as backup UPS batteries and projector lamps. *
3. Consumable items such as batteries, CDs, DVDs,printer paper, and print cartridges. *
4. Services, software, hardware, and Operating Systems that are no longer supported by a third party. *
5. Upgrades of Systems that would transition from analog camera systems to digital, or major
software version upgrades, such as AutoLog 7 to AutoLog 8.
6. Vandalism(including inmate abuse),deliberate tampering with the System, intentional or
unintentional damage caused by other contractors/staff, attempted repair and/or maintenance by any
personnel not employed by JAVS. *
7. Repair or replacement of any equipment in the event of damage due to negligence or other claims
covered by Customer's insurance. *
8. Customer-provided or non-JAVS certified equipment,hardware, and software. *
9. Moving of equipment. *
10. Customer requested on-site advanced training. *
11. Repairs and/or service that requires reconfiguring JAVS equipment due to changes made by
Customer's third-party hardware,network, anti-virus settings, or any local IP provider connection
(i.e. change of IP address or network configuration,video conferencing connection issues) *
12. Lost records or data recovery due to equipment failure,computer viruses, or Customer user error.
13. Migration of Customer recordings for archival,retention, and restoration. *
14. Shipping delays for repair, loaner,or replacement parts and equipment.
*Customer approval required to perform services for the indicated Exclusions, which will be billed at current
labor rates plus parts and expenses if applicable.
FEES/PAYMENTS for exclusions
A fee of$150.00 per hour(1-hour minimum)plus *Travel and expenses,will apply for each request for
on-site service for services not covered by this agreement.Travel time is defined as a portal to portal.
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D. TERMS
1. Effective Date. The Agreement begins February 1,2024, and will continue for a period of 1 year thereafter.
2. Fees: Payments. In consideration of JAVS provision of the Services, the Customer pays a fixed fee of
$6,667.00"Fee"plus any applicable state taxes. Payment of Fee will be made within 30 days from the date
of the invoice.
FEE BREAKDOWN
Contract Period: February 1, 2024-January 31, 2025
MAC-00284
Courtroom
Number/Location SID# System Description Maintenance Fee
1 Superior Court S1D-01149 HDA Recording System *Prorated* $ 3,794.00
2 Superior Court S1D-01149 Mobile Cart Presentation System $ 2,873.00
Total $ 6,667.00
Note: A.JAYS reserves the right to review and recalculate fees associated with the service agreement
and adjust accordingly for the next contract period. Changes in the pricing of fees reflect added
coverage for new equipment and/or services not previously covered under the service agreement
and/or the removal of equipment that is no longer covered. This review is performed prior to the
delivery of the subsequent agreement and can affect your agreement fees for that period.
3.Billing of Excluded Services. A fee of$150.00 per hour(one-hour minimum) plus expenses will be
charged for any excluded services (Includes Video Conferencing Systems, see Section C.)requested by
the Customer for on-site support.
4.Refunds. Refunds of Fees payable hereunder will be limited to a pro-rated portion calculated per business
day of the total amount paid for the Agreement in the event that the agreed response time is not met. The
pro-rated portion of the Agreement Fees payable to Customer as a refund shall be limited to the number
of days required to respond that are in excess of the agreed response period. No refund shall be payable
for days that JAVS does not have access to the covered equipment. No refund shall exceed the value of
the Agreement. A request for a pro-rated refund payable to the Customer for a decommissioned
System(s)must be received in writing.
E. NO WAIVER
WHETHER BY CHOICE OR NEGLECT JAVS FAILURE TO ENFORCE ANY TERM, EXCLUSION, OR
LIMITATION HEREIN SHALL NOT BE CONSTRUED OR INTERPRETED AS A WAIVER OF JAVS
RIGHT TO ENFORCE ANY TERM,EXCLUSION, OR LIMITATION CONTAINED IN THIS AGREEMENT.
F. LIMITATION OF LIABILITY
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DocuSign Envelope ID:247CC75C-B020-40E1-B156-73ACOC7CC648
JAVS DOES NOT ACCEPT LIABILITY BEYOND THE REMEDIES SET FORTH IN THIS AGREEMENT
OR ANY LIABILITY FOR INCIDENTAL OR CONSEQUENTIAL DAMAGES, INCLUDING WITHOUT
LIMITATION ANY LIABILITY FOR PRODUCTS NOT BEING AVAILABLE FOR USE OR FOR LOST
DATA OR SOFTWARE. SOME STATES (OR JURISDICTIONS) DO NOT ALLOW THE EXCLUSION OR
LIMITATION OF INCIDENTAL OR CONSEQUENTIAL DAMAGES, SO THE ABOVE LIMITATIONS
MAY NOT APPLY TO YOU.
G. DISPUTE RESOLUTION
ANY CLAIM, DISPUTE, OR CONTROVERSY, WHETHER IN CONTRACT, TORT, OR OTHERWISE,
WHETHER PRE-EXISTING, PRESENT OR FUTURE, AND INCLUDING STATUTORY, COMMON LAW,
INTENTIONAL TORT, AND EQUITABLE CLAIMS AGAINST JAVS arising from or relating to this
Agreement, its interpretation, performance, or the breach, termination or validity thereof,the relationships which
result from this Agreement, including, to the full extent permitted by applicable law, limitations of liability,
indemnity,and relationships with third parties,JAVS advertising, or any related purchase or service SHALL BE
RESOLVED EXCLUSIVELY AND FINALLY BY BINDING ARBITRATION ADMINISTERED BY THE
NATIONAL ARBITRATION FORUM (NAF) under its Code of Procedure then in effect(available via the
Internet at http://www.arb-forum.com/, or via telephone at 800-474-2371).
5
DocuSign Envelope ID:247CC75C-BD20-4DE1-B156-73AC0C7CC648
ACCEPTED BY CUSTOMER ACCEPTED BY JAVS
Jefferson County Superior Court Justice AV Solutions
r_Doculligned by: k
Signature d°2r5?ioCA2V8a Signature
Name Kate Dean Name Megan York
Title Chair,Jefferson County Commissioners Title Contract Administrator
Date 1/24/2024 Date December 18, 2023
Phone# 360.385.9100 Phone# 502.489.5118
Email gbrotherton@co.jefferson.wa.us Email Megan.yorkna jays.com
ACCEPTED BY CUSTOMER
Additional Court Representative(if required by court)
Signature �'/� ,�.✓���
Name Sophie Nordstrom
S Cam .-ty-
Title rYt t
Date tf 31/27
Customer contact for scheduling of maintenance/repair
Name
Title
Phone
Email
6
DocuSign Envelope ID:247CC75C-8D20-4DE1-8156-73AC0C7CC648
ATTACHMENT B
Priority Initial On-Site
Level Example Response* Response**
Urgent
Non-Recording System; inability to record audio; 1 Business 2 Business
inability to record judge,witness, or attorney Hour Days
microphone(s)
Faulty monitor,camera, microphone(other than Urgent 2 Business 3 Business
High Level examples), or system mode not critical to Hours Days
recording; publishing; secondary recorder;
Normal System adjustments to microphone or PA levels, 4 Business 5 Business
camera views, and user settings; Hours Days
Next scheduled
Supportive Operational training or minor/preferred hardware 8 Business Preventative
or software user adjustments,video conference Hours Maintenance or
other higher-
level repair visits
*An"Initial Response"for the purposes of this Agreement is when a service ticket is
opened and acknowledged by JAVS help desk or JAVS Safeguard Technician.
**An"On-Site Response"for the purposes of this Agreement is the time from when JAVS help desk or
JAVS Safeguard Technician logs the ticket and when the JAVS Safeguard Technician arrives at the
Customer's agreed-upon appointment for the initial on-site repair.
7
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JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of Commissioners
FROM: Sophie Nordstrom, Superior Court
DATE: February 5, 2024
RE: Justice AV Solutions Extended Warranty and Preventative
Maintenance and Support Agreement-2024
STATEMENT OF ISSUE:
This agreement is established to provide one-year service and maintenance agreement between
JAVS and Superior Court
ANALYSIS:
The agreement facilitates the maintenance and upkeep of the audio/video system in Superior
Court. Being a court of record requires that Superior Court have hearings accessible to both
court staff and the public. JAVS works in conjunction with the Zoom system and allows for an
open court.
FISCAL IMPACT:
This agreement would require a payment of$6667.00 from the Trial Court Improvement fund,
or in the alternative the Superior Court budget.
RECOMMENDATION:
Recommend approval of this agreement.
REVIEWED BY:
//4//rzi
Mark McCau , County Administrator `4. Date
CONTRACT REVIEW FORM Clear Form
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: JUSTICE AV SOLUTIONS(JAVS) Contract No: J-013024
Contract For: Term:
COUNTY DEPARTMENT: SUPERIOR COURT
Contact Person: SOPHIE NORDSTROM
Contact Phone: 360-385-9395
Contact email: SNORDSTROM@CO.JEFFERSON.WA.US
AMOUNT: 6667.00 PROCESS:
Exempt from Bid Process
Revenue: Cooperative Purchase
Expenditure: Competitive Sealed Bid
Matching Funds Required: Trial Court Improvment Small Works Roster
Sources(s)of Matching Funds _ Vendor List Bid
•
Fund# _ RFP or RFQ
Munis Org/Obj —Other:
APPROVAL STEPS:
STEP 1: DEPARTMENT CERTIFIES COMPLIANCE WITH JCC 3.55.080 AND CHAPTER 42.23CRCW.
CERTIFIED: � N/A:a 4� r (�.� .c.•C.�- I / 3 3/ 7 J
Signature Date
STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS NOT BEEN DEBARRED BY ANY FEDERAL, STATE, OR LOCAL
AGENCY.
CERTIFIED: D N/A: Ej �C is�Q,�c� 1/
Signature Date
Electronicall a roved Risk Management on 1/31/2024.
STEPApwI1� b) TI�gA'(will'be added electronically through Laserfiche):
1. The agreement was already DocuSigned by Commissioner Dean
2. Risks identified by the PAO are low and we've not had issues with JAVS
in the past.
STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche):
Electronically approved as to form by PAO on 1/30/2024.
(1) No choice of law provision; (2) No indemnity; (3) Significant contract
defenses: and (4) Reuires arbitration. Risk Management decision whether
to accept this risk.
STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND
PROSECUTING ATTORNEY(IF REQUIRED).
STEP 6: CONTRACTOR SIGNS
STEP 7: SUBMIT TO BOCC FOR APPROVAL